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Frequently Asked Questions
Specimen Shipping
 
The courier did not pick up our study specimens today. What should I do?
How do I ship specimens collected on a Friday to ensure that they are delivered on a timely basis to ICON Laboratories?
How do I ship specimens collected on Saturday?
How do I ship specimens collected on Sunday?
How do I ship specimens collected on a courier holiday?
At what temperature should I ship study specimens?
Why are specimens for the same tests shipped at different temperatures for different visits?
How many specimens should I ship in a single shipping box?
How do I properly package specimens in a refrigerated shipping box?
My courier doesn't provide dry ice. How can I obtain dry ice to ship my frozen specimens to ICON Central Laboratories?
I noticed that the CDC Permits at my site are expiring this month. How can I obtain an updated CDC Permit from ICON Central Laboratories for my shipment to ICON?
 
Q The courier did not pick up our study specimens today. What should I do?
 
A

Consult the ICON Central Laboratories investigator manual to determine the temperature at which each specimen should be stored. Refrigerate specimens that are to be shipped ambient or refrigerated. Frozen specimens should be frozen at the recommended temperature. Contact your courier and inquire as to why the specimens were not picked up and confirm that pickup will occur the next day. If a Thursday collection will not be picked up until Friday, ensure that you have properly marked the airway bill and the package as Saturday Delivery.

If you have any question as to stability of your specimens due to the weekend approaching, please contact one of our Site Service Specialists for further instructions.
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Q How do I ship specimens collected on a Friday to ensure that they are delivered on a timely basis to ICON Central Laboratories?
 
A Mark "Saturday Delivery" on your airway bill and place "Saturday" stickers on the outside of the packages. We recommend using several "Saturday" stickers on the shipping box.
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Q How do I ship specimens collected on Saturday?
 
A If your facility has Saturday courier pickups, ship ambient specimens as usual. Refrigerated boxes are temperature-validated for 48 hours; so refrigerated specimens may also be shipped as usual. The specimens will be delivered to our laboratory on Monday. Frozen Specimens should be stored frozen at your site for shipping on Monday to ICON Central Laboratories. If your site does not have Saturday courier pickups, hold specimens for Monday shipment. Be sure to check the stability of the specimens for the protocol/visit in question. Ambient and refrigerated specimens should be refrigerated. Frozen specimens should be frozen at the recommended temperature.
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Q How do I ship specimens collected on Sunday?
 
A The study sponsor must give authorization for Sunday shipments since special couriers are required for such pickups. If your site has received such authorization, your ICON Central Laboratories Project Manager can provide you with the specific information that you will need in order to obtain a Sunday specimen pickup. If your site has not received the necessary sponsor authorization, it will be necessary to appropriately store the specimens until Monday. (For additional information about proper specimen storage, please refer to the answer provided to the first question in this section.
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Q How do I ship specimens collected on a courier holiday?
 
A Most sites are not automatically authorized to ship on courier holidays. If the study sponsor has authorized such shipments for your site, ICON Central Laboratories’ Site Service Specialists can provide you with the specific information that you will need to obtain a holiday pickup. You may also consult the 'Holiday Hours' section of this 'Frequently Asked Questions' section for additional information about courier holidays and holiday shipment.
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Q At what temperature should I ship study specimens?
A Appropriate shipping temperatures vary, depending upon the types of specimens collected at each visit. Please refer to the ICON Central Laboratories Investigator Manual and visit-specific requisitions for the specific information on proper specimen shipping temperatures.
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Q Why are specimens for the same tests shipped at different temperatures for different visits?
 
A ICON Central Laboratories staff members carefully review each visit’s test list with temperature and stability requirements. Since some specimens have very stringent temperature requirements and others have a range of acceptable temperatures, ICON Central Laboratories can determine the type of shipper and shipping temperature that will make packaging and shipping easiest for the study site. Consult the packaging section of your ICON Central Laboratories Investigator Manual for more specific information, based upon the type of shipper being used.
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Q How many specimens should I ship in a single shipping box?
 
A The number of specimens recommended for shipment in a single shipping box depends upon the type of shipper being used. Consult the packaging section of your ICON Central Laboratories Investigator Manual for more specific information for the type of shipper being used. Generally, refrigerated shippers can hold specimens for 3-4 study subjects' specimens. If your site is using cryoboxes for frozen specimens, the number of specimens will be based upon the number of tube sections in the box. If your site is using sealable bags for frozen specimens, you may ship as many specimens as will fit in the bag, provided that sufficient room remains in the foam insulated shipper for the recommended amount of dry ice, after the bag is placed there.
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Q How do I properly package specimens in a refrigerated shipping box?
 
A Each refrigerated shipper contains two ice packs. These must be frozen for 12 hours prior to shipment. One frozen ice pack is inserted into each of the outer slots of the shipper. Place the biohazard bags containing the specimens into the center slot. Be sure that the specimens do not make contact with the ice packs, as this may compromise specimen temperature. For more detailed packaging instructions, refer to the ICON Central Laboratories Investigator Manual.
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Q My courier doesn't provide dry ice. How can I obtain dry ice to ship my frozen specimens to ICON Central Laboratories?
 
A

There are many non-courier companies that can provide dry to you. For more information about dry ice services click on www.dryicedirectory.com or contact your ICON Central Laboratories Site Services Department for further information.
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Q I noticed that the CDC Permits at my site are expiring this month. How can I obtain an updated CDC Permit from ICON Central Laboratories for my shipment to ICON?
 
A

ICON Central Laboratories maintains the most up-to-date version of the CDC Permit on our website. Click here to access and print this document. (PDF Format)
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